How To Write an Email For A Personal Day

Learn how to write a professional email requesting a personal day off. Discover the essential steps to take before writing the email and find out what information to include in your message. Plus, we’ll provide you with two customizable email templates for your convenience.

How to write an email for a personal day: Begin by addressing your supervisor or manager, clearly stating your request for a personal day off, and providing a brief explanation.

What To Do Before Writing the Email

Prior to composing your email, consider taking the following actions:

  • Review your company’s policy regarding personal days, including any specific procedures for requesting time off.
  • Check your calendar and ensure that the proposed date for your personal day does not coincide with any crucial deadlines or important meetings.
  • If necessary, plan ahead to delegate or handle any pending tasks so that your absence will not disrupt the workflow.

What to Include In the Email

When composing your email, make sure to include the following components:

  1. Greeting: Start your email with a respectful and professional salutation, such as “Dear [Supervisor’s Name].”
  2. Opening: Clearly state the purpose of your email right from the beginning. For example, “I am writing to request a personal day off.”
  3. Reason: Briefly explain the reason for your personal day request. Be honest and concise, without delving into excessive details.
  4. Date: Specify the exact date or dates you are requesting for your personal day off.
  5. Relevance: Explain briefly how your absence will not adversely affect your colleagues or the company’s operations. If necessary, suggest any arrangements you have made or offer alternatives.
  6. Gratitude: Express your appreciation for their understanding and consideration in granting your request.
  7. Closing: End your email with a polite closing, such as “Thank you” or “Best regards,” followed by your name and contact information.

Email Template

Dear [Supervisor’s Name],

I am writing to request a personal day off. Recently, I have been working diligently on various projects and feel that taking a personal day would provide me with the opportunity to recharge and return with renewed focus.

I would like to request [Date] as my personal day. Rest assured, I am confident that my current workload is manageable, and I have planned accordingly, ensuring minimal disruption to the team’s progress. In my absence, [Colleague’s Name] has kindly agreed to cover any urgent matters.

I appreciate your understanding and support in granting me this personal day off. If there are any concerns or additional information required, please let me know at your earliest convenience.

Thank you for your attention to this matter.

Best regards,

[Your Name]

[Your Contact Information]

Second Email Template Option

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to formally request a personal day off, as I have recognized the need to take a break to address personal matters.

I kindly ask for [Date] as my personal day. During this time, I will ensure that all my tasks are completed or handed over to [Colleague’s Name]. I am confident that my absence will not adversely affect any current projects or deadlines.

Your understanding and support in this matter are greatly appreciated. Should you need any additional information or if further discussion is necessary, please feel free to reach out to me.

Thank you for your time and consideration.

Best regards,

[Your Name]

[Your Contact Information]


Writing a professional email requesting a personal day off is an essential skill. Before reaching out to your supervisor, ensure that you familiarize yourself with your company’s policies and take any necessary pre-email steps. When composing your email, include all the relevant information, such as the reason for your request and any alternative arrangements you have made. Remember to express gratitude and leave your contact information for easy communication. By following these simple guidelines, you’ll increase your chances of obtaining your well-deserved personal day off.

Extra Tip: If possible, try to give your supervisor ample advance notice to allow for proper planning and consideration.